The Group Sales Contract header file has a large number of fields that you can pull into your contract documents using the MS Word mail merge technique. These merge fields are organized in “groups” below to make it easier to identify the merge field within a specific aspect of the group sales reservation.
 
Merge Field ValueExplanation
Database generated technical values that are not used in managing the reservation so do not need to be displayed in the contract document.
BUSINESSPROCESSOUTPUT_PKIDDatabase generated fields not required for contract document display
IDDatabase generated fields not required for contract document display
  
Information related to patron (organization or individual) making the reservation.
PATRON_NAMEName of Patron
PATRON_ADDRESSPatron’s Address
PATRON_CITYPatron’s City-Address
PATRON_STATEPatron’s State-Address
PATRON_ZIPPatron’s Zip-Address
  
Information related to the contact person (individual) associated with the patron (organization) for this reservation.
CONTACT_NAMEName of Contact
CONTACT_ADDRESSContact’s Address
CONTACT_CITYContact’s City-Address
CONTACT_STATEContact’s State-Address
CONTACT_ZIPContact’s Zip-Address
CONTACT_PHONEContact’s Phone
CONTACT_EMAILContact’s Email
  
Information related to the group sales order due dates and balances.
ORDER_TOTALTotal amount of the group sales order
BALANCE_AFTER_DEPOSITOrder balance after the security deposit
ORDER_BALANCECurrent order balance (based on when contract is created) after reservation payments (not including deposits)
DEPOSIT_AMOUNTSecurity deposit amount
DEPOSIT_DUE_DATEDate the security deposit is due
FINAL_COUNT_DUE_DATEDate the final count is due
ORDER_BALANCE_DUE_DATEDate the balance of the order should be paid
  
Information related to the date of the visit. Arrival information pulled from the Arrival panel.
RESERVATION_DATEDate of the visit
ARRIVAL_TIMETime the group arrives, populated from the Arrival panel
NUMBER_OF_BUSESNumber of buses, populated from the Arrival panel
ARRIVAL_AREAArrival Area for the group, populated from the Arrival panel
NUMBER_OF_VISITORSCumulative count of attendees combined across different itineraries
ITINERARY_BLOCKSummary display of various itineraries included in the group sales reservations. Items listed are:
  • Name of Itinerary
  • Starting Time
  • Name of Program or Custom Item
 
RESOURCE_BLOCKThis is a list of all the resources attached to the reservation, formatted as follows:
Resource name – Quantity @ unit cost: total cost <line break>
Repeat for each group on the reservation, with a line break between groups.
  
Information about your organizations pulled from the date loaded in the Administration-Organization Information feature of Altru.
ORGANIZATION_NAMEThis is the name of your organization as it is loaded into Altru
ORGANIZATION_ADDRESSYour organization’s address as loaded into Altru
ORGANIZATION_CITYYour organization’s city-address as loaded into Altru
ORGANIZATION_STATEYour organization’s state-address as loaded into Altru
ORGANIZATION_ZIPYour organization’s zip-address as loaded into Altru
ORGANIZATION_PHONEYour organization’s phone number as loaded into Altru
ORGANIZATION_WEBYour organization’s web address as loaded into Altru
  
Information about the location and associated prices that are entered as part of Custom Item of the reservation. Blank if Custom Item is not used.
FACILITY_BLOCKSummary display of various locations included in the group sales reservations. Items listed are:
 
Location name - start and end time @ cost
  
Security Deposit information related to this reservation. Will be $0 or empty if security deposits are not associated with the reservation.
SECURITY_DEPOSIT_AMOUNTThis is the amount assigned as the security deposit for this particular reservation
SECURITY_DEPOSIT_DUE_DATEDate this security deposit is due
SECURITY_DEPOSIT_BALANCEBalance due on the security deposit when this contract was created
  
This information relates to price types (i.e. group attendees) and how they are utilized in different itineraries within the same reservation. Up to four sets of price types can be displayed (1, 2, 3, or 4). If the same price type is utilized in two different itineraries, the price types will display as different sets.
TKTDESC1Ticket description displayed as:
Name of the Program Event – Price Type
TKTSTARTDT1Date of itinerary-program that is associated with price type
TKTSTARTTM1Time of itinerary-program associated with this price type
TKTQTY1Quantity of price types associated with this itinerary
TKTPRICE1Face price of price type
TKTDSC1Discount amount (if applicable) associated with this price type
TKTFEE1Fee (if applicable) associated with this price type
TKTTOTAL1Total amount for this price type within this itinerary
Values for price type #2, #3 and #4 as per #1 details above
TKTDESC2Description #2
TKTSTARTDT2Start date #2
TKTSTARTTM2Start time #2
TKTQTY2Quantity #2
TKTPRICE2Price #2
TKTDSC2Discount #2
TKTFEE2Fee #2
TKTTOTAL2Total #2
TKTDESC3Description #3
TKTSTARTDT3Start date #3
TKTSTARTTM3Start time #3
TKTQTY3Quantity #3
TKTPRICE3Price #3
TKTDSC3Discount #3
TKTFEE3Fee #3
TKTTOTAL3Total #3
TKTDESC4Description #4
TKTSTARTDT4Start date #4
TKTSTARTTM4Start time #4
TKTQTY4Quantity #4
TKTPRICE4Price #4
TKTDSC4Discount #4
TKTFEE4Fee #4
TKTTOTAL4Total #4
Fields below are displayed if more than four price types are associated with this reservation.
TKTDESCRESTField displays as “Other tickets” when additional price types are present
TKTQTYRESTSum total of number of tickets for these additional price types
TKTPRICERESTSum total of ticket prices for these additional price types
TKTDSCRESTSum total of ticket discounts for these additional price types
TKTFEERESTSum total of ticket fees for these additional price types
TKTTOTALRESTSum total of tickets sold for these additional price types
  
This information relates to resources and how they are utilized in different itineraries within the same reservation. Up to four sets of resources can be displayed (1, 2, 3, or 4). If the same resource is utilized in two different itineraries, the resource will display as different sets.
RSCDESC1Name of the resource
RSCSTDT1Start Date of itinerary-program that is associated with resource
RSCENDDT1End Date of itinerary-program that is associated with resource
RSCQTY1Quantity of resource associated with the itinerary
RSCPRICE1Price of resource associated with the itinerary
RSCTOTAL1Total price of the resources associated with the itinerary
Values for resource #2, #3 and #4 as per #1 details above
RSCDESC2Name #2
RSCSTDT2Start Date #2
RSCENDDT2End Date #2
RSCQTY2Resource Quantity #2
RSCPRICE2Resource Price #2
RSCTOTAL2Resource Total #2
RSCDESC3Name #3
RSCSTDT3Start Date #3
RSCENDDT3End Date #3
RSCQTY3Resource Quantity #3
RSCPRICE3Resource Price #3
RSCTOTAL3Resource Total #3
RSCDESC4Name #4
RSCSTDT4Start Date #4
RSCENDDT4End Date #4
RSCQTY4Resource Quantity #4
RSCPRICE4Resource Price #4
RSCTOTAL4Resource Total #4
Fields below are displayed if more than four resources are connected to the reservation
RSCDESCRESTField displays as “Other resources” when reservation has more than four resources
RSCTOTALRESTTotal amount based on resources over the four count
  
This information relates to staffing resources and how they are utilized in different itineraries within the same reservation. Up to four sets of staffing resources can be displayed (1, 2, 3, or 4). If the same resource is utilized in two different itineraries, the resource will display as different sets.
STFTYPE1Staffing resource name #1
STFNAME1Person assigned to this staffing resource #1
STFST1Starting time for this staffing resource #1
STFET1Ending time for this staffing resource #1
STFIN1Itinerary name for this resource #1
STFII1Itinerary item for this resource #1
STFOPEN1Number of available resources left to assign for this staffing resource
STFPRICE1Price for this staffing resource #1
Values for staffing resource #2, #3 and #4 as per #1 details above
STFTYPE2Staffing resource name #2
STFNAME2Person assigned to this staffing resource #2
STFST2Starting time for this staffing resource #2
STFET2Ending time for this staffing resource #2
STFIN2Itinerary name for this resource #2
STFII2Itinerary item for this resource #2
STFOPEN2Number of available resources left to assign for this staffing resource
STFPRICE2Price for this staffing resource #2
STFTYPE3Staffing resource name #2
STFNAME3Person assigned to this staffing resource #2
STFST3Starting time for this staffing resource #2
STFET3Ending time for this staffing resource #2
STFIN3Itinerary name for this resource #3
STFII3Itinerary item for this resource #3
STFOPEN3Number of available resources left to assign for this staffing resource
STFPRICE3Price for this staffing resource #3
STFTYPE4Staffing resource name #4
STFNAME4Person assigned to this staffing resource #4
STFST4Starting time for this staffing resource #4
STFET4Ending time for this staffing resource #4
STFIN4Itinerary name for this resource #4
STFII4Itinerary item for this resource #4
STFOPEN4Number of available staffing resources left to assign for this resource
STFPRICE4Price for this staffing resource #4
STFTYPERESTField displays as “More staff resources…” when reservation has more than four staff resources
  
This information relates to different itineraries that can be associated with the same reservation. Details can be displayed for up to four itineraries.
ITINNAME1Name of itinerary #1
ITINLDR1Name of the contact for itinerary #1
ITINGT1Group type for itinerary #1
ITINST1Start time of the itinerary #1
ITINET1End time of the itinerary #1
Values for itineraries #2, #3 and #4 as per #1 details above
ITINNAME2Name of itinerary #2
ITINLDR2Name of the contact for itinerary #2
ITINGT2Group type for itinerary #2
ITINST2Start time of the itinerary #2
ITINET2End time of the itinerary #2
ITINNAME3Name of itinerary #3
ITINLDR3Name of the contact for itinerary #3
ITINGT3Group type for itinerary #3
ITINST3Start time of the itinerary #3
ITINET3End time of the itinerary #3
ITINNAME4Name of itinerary #3
ITINLDR4Name of the contact for itinerary #3
ITINGT4Group type for itinerary #3
ITINST4Start time of the itinerary #3
ITINET4End time of the itinerary #3
ITINNAMERESTField displays as “Other Itineraries” when reservation has more than four itineraries
  
RESERVATIONNAMEName of the reservation
ORDERIDSales Order Id #
CONTRACTCREATEDDATEDate contract was created
IMPORTANTNOTESImportant notes field